Job Specification

Purpose of Position :

To provide for various client groups, i.e. police, driver examination centers, public etc., telephone, scheduling and information service with respect to driver licensing, driver improvement and vehicle licensing and seasonal leadership of office clerical staff.

Duties / Responsibilities :

Reporting directly to the Coordinator, Field Services: Responds to all telephone and in-person enquiries: Ascertains the nature and specific needs of the enquirer in order to initiate accurate referral. Responds to enquiries immediately. Thus, requires a comprehensive knowledge of legislation, policy and procedures regarding Branch activities. Provides information regarding driver & vehicles statues, regulations, policies and procedures in a courteous and straight-forward manner. Accesses and interprets information from automated driver and Vehicle data base, providing information to client groups (police, lawyers, fleet owners, insurance companies and corporate citizenry). Initiates urgent input documents which result in the issuance of renewed, replaced and amended licences or permits. Ensure that corrective action is taken regarding improperly directed summons for driver and vehicle offences, securing specific documentation for complex cases. Counsels distressed members of the public (e.g. driver whose employment depends upon licence or appropriate classification and Assesses driver and vehicle files judging confidential information to be released to the public with some guidelines. Arranging Driver Improvement Schedule: Evaluates printouts & memoranda to discern whether interview for driver improvement is required. Selects location and date of interview or hearing as determined by residential address of driver and counsellors availability Prepares and processes notices and form letters to advise drivers of their appointments providing adequate advance notice of interview to drivers taking mail delivery into consideration Assesses individuals attitude during telephone conversation for Driver Improvement Counsellor.Maintains a diary of Counsellors activities. Prepares and dispatches itinerary sheets, driver record printouts to Driver Improvement Counsellor or Coordinator, with an advance notice copy for selected location. Deals with all contentious problems and complex matters that depart from regular practice involved with answering enquiries and scheduling driver improvement interviews (i.e. driver records do not correspond to driver awareness). Evaluates backlog situation and schedules counsellor where appropriate in relation to backlog. Cancels & reassigns interviews on own initiative, maintaining production levels and clearing backlog situations, e.g. relocation of driver to another province/country. Sets priorities, giving priority treatment to waiver hearings. Initiates reinstatements, cancellations and reaffirming suspensions in response to call from “Fail to Appear” drivers/ Interacts with head office (Driver Control & Medical Review Section on driver data and reinstatements), Conducts complex searches where there has been a medical downgrade to determine the reason why. Provides guidance, instruction and advice for other clerical staff including seasonal employees in Regional Managers office. Makes recommendation for suspension when conditions so warrant, e.g. second time scheduled and failure to attend. Prepares and forwards questionnaires rather than interview notices, to drivers at locations where distance to an interview is unreasonable, and Keys information into LCS terminal using appropriate transaction codes. Schedules senior drivers for Group Education Sessions; selecting location and date of session determined by residential address, counsellors availability Reviews senior driver driving record to determine if a temporary drivers licence is required Performs other Duties, such as: Keeps monthly statistics for management information system based on daily records of number of interviews and administrative reviews conducted at each location. Prepares memoranda to Registrar with managers recommendation for suspension of drivers licence privileges. Files various reports and documents. Types from handwritten notes, reports and memorandum concerning administrative review reports and expense accounts. As assigned

Knowledge :

Good working knowledge of Highway Traffic Act and other related legislation and regulations Ability to operate a LCS Terminal with a sound interpretative knowledge of output codes. Problem solving, analytical, judgement and research skill. Good oral, written communications skill

Skills :

Good written and oral interpersonal skills Problem solving, analytical, judgement and research skill. Keyboarding and computer skills. Progressively responsible clerical experience. Oral Communications skills with proficiency in French at the advanced level

Freedom of Action :

Job requires working in accordance with administrative procedures, pre-established schedules, deadlines and internal office procedures. Work is occasionally reviewed by the manager assigning the work for accuracy, completeness and adherence to established procedures. Job requires referring matters not covered by established procedures to the managers attention, e.g. conflicting priority demands of staff, unrealistic deadlines.